Transcript Cooperative Fire Services
Cooperative Fire Services
Today’s Discussion
• Who are we?
• Why did we consolidate and who started this?
• What was the process leading to the consolidation?
• What did we initially create?
• What were the challenges?
• What are the benefits?
• What do we look like today?
Who are we?
La Mesa: Area: 9.117 sq miles Population: 58,244 El Cajon: Area: 14.43 sq miles Population: 100,460 Lemon Grove: Area: 3.88 sq miles Population: 25,554
Why Did We Consolidate?
• Faced with global fiscal crisis • Reduced city revenues • Increasing cost of services, personnel and consumables • Current and future vacancies • Existing strong relationship and trust • Experience with cooperative efforts • Cost containment while enhancing services and capabilities
Who Started This Process?
Three City Managers
Kathi Henry – El Cajon Sandra Kerl – La Mesa Graham Mitchell – Lemon Grove
Three Fire Chiefs
Mike Scott – El Cajon Dave Burk – La Mesa Tim Laff – Lemon Grove
The Process The Stakeholders • Elected Officials • City Managers • Fire Chiefs • Department Directors • Staff • Labor
Working Groups:
• Governance • Administration • Fire Operations/Training • EMS • Fire Prevention • Emergency Preparedness • Fleet/Facilities/Equipment • Finance • Labor
The Working Groups
• All Working groups were chaired by a Fire Chief • Three cities were represented equally in each group • Tasks and timelines were established • Labor was represented in working groups • Quarterly detailed report of progress and status • Working groups met for 12 months prior to formation of JPA
Governance Models
• Several governance models were evaluated: – Contract Service Model – Joint Powers Agreement – Joint Powers Agreement as a single agency – Fire District – Fire Authority
Governance Models - continued Pros and cons were identified for each of the governance models
All cities agreed upon a Joint Powers Agreement because:
– Partnership with control – One management team – City Manager Executive Team with Fire Chief – Cost containment
Governance Models - continued – No LAFCO process – Allows future MOU merging – Creates operational efficiencies – Consolidates functional areas – Singular set of Policies & Procedures – Additional agencies can easily be added – Future formation of Authority possible
What did we immediately create?
• Joint Exercise of Powers Agreement • City Manager Executive Committee • Shared management team • Cost allocation formula • Personnel exchange and resource sharing program • Employees still work for their individual city • Common policies and procedures
Reconciliation Formula How to determine the formula…..who pays what?
Assessed values of jurisdictions?
Population?
Personnel?
Calls? Square miles?
Reconciliation Formula - Adopted Our assessment is calculated on two parts as follows:
1. The population of the member city as of January 1 st of each year (weight 50%) 2. The total number of incidents for the member city for the previous calendar year as provided by dispatch (weight 50%)
Reconciliation Formula - continued
Original Reconciliation included:
Salaries & benefits of Chief Officers and Management Analyst
Today’s Reconciliation has added:
Salaries & benefits for all Admin Staff Salaries & benefits for all FP Staff Memberships/dues/subscriptions for JPA Staff Training for JPA Staff Shared training expenses for sworn Cell phones for JPA staff JPA Management Staff vehicle milage Telestaff software agreement (for joint rostering) FireHouse Software Agreement (RMS)
2009 2010
Our Timeline
2011 2012 2013 • Investigation Committees Formed • Working Groups Established: – Elected Officials – City Managers – Fire Chiefs – Staff – Working Groups • JPA Launched • CM Exec. Committee Formed • Common Identity for all personnel • Consolidated FP • Management Common Identity • Consolidated Training • Common Emergency OPS Coordination • 1 st set of policies and procedures • Common Equipment Specifications for all future purchases • 2 nd set of policies and procedures • ISO Rating Improved • Non-Safety Fire Marshal • Joint Training Funds • Funded EMPP Position • Consolidated Admin Functions • Common Apparatus Identity • Common Grant Acquisitions • 3 rd set of policies and procedures • 4 th set of policies and procedures • • • • • 2014 Common set of emergency Operation Plans Common fire code adoption process Expansion of fire prevention division Expanded the reserve program to three cities 5 th set of policies and procedures
Prior to JPA
EL CAJON Fire Chief Division Chief Battalion Chief Deputy Fire Marshal (Captain Acting) Management Analyst Secretary
Total
LA MESA Fire Chief Division Chief Fire Inspector Administrative Coordinator
Total
LEMON GROVE Fire Chief Deputy Chief Division Chief Fire Inspector - part time Secretary
Total Grand Total
1 1 1 2 1
6 23
1 4 2 1
8
1 2 3 1 1 1
9 HF&R JPA
Fire Chief Deputy Chief Division Chief Battalion Chief Fire Marshal (changed to non-safety) Deputy Fire Marshal Fire Inspector Fire Inspector - part time Disaster Preparedness Coordinator Management Analyst Administrative Analyst Administrative Assistant Secretary
Grand Total
New Positions in JPA 1 2 2 5 1 1 1 2 1 1 1 1 1
20
What Were The Challenges?
• Cross-city acceptance • Perceived potential for loss of control • Loss of individual identity= • Cultural differences= • Learning how to conduct business in three different cities • Resistance to change
Experiencing The Benefits?
• Cost containment • Increased regional approach of Fire and EMS delivery • Better response capabilities (24 hour Battalion Chief coverage all three cities) • Improved and shared training programs • Common set of City Emergency Planning Documents • Standardized equipment and apparatus • Large resource pool of like-trained employees for vacancies in all three cities
Benefits - continued • EOC and Disaster Preparedness through a shared Community Emergency Preparedness Program Manager • Sharing of Reserve Apparatus fleet • Shared Public Information and Social Media champagne • Joint recruitment and promotional processes • Common set of Administrative Policies and Procedures • Common set of Fire Code adoptions for all three cities • Consolidated Grant Management • Unique JPA agreement allows for maintaining level of individual City control • Shared Mission, Vision, Values and Goals
Secrets we learned to managing or preventing some challenges
• Clear picture of vision and benefits • Help everyone understand benefits • Create an Organizational Chart early • Create opportunities to combine work force of the three cities very early • Ensure a level of city control is maintained • Cost sharing formula must be fair • Don’t underestimate identity issues
Secrets - continued
• COMMUNICATE as much as possible • Celebrate successful efforts • Recognize challenges with positive outlook • Labor MOU is difficult hurdle • Support your Fire Chief!
Today’s Shared Identity
Today’s Standardized Equipment
San Diego County Taxpayers Association Grand Golden Watchdog Award “Honors programs that exemplify good government practices and efficient use of taxpayer dollars”